Corporate Administrative Assistant

Novacap; Brossard; Hybrid; CAD 60,000 - 75,000; Full time

Job summary

Novacap is seeking a Corporate Administrative Assistant in Canada to support the Senior Corporate Assistant and the office administration team. You will manage corporate files, help maintain relationships with investors and portfolio companies, and handle confidential information with discretion.

You will greet visitors, manage the general inbox and calls, handle mail and courier logistics, and assist with office coordination during absences. Fluency in French and English is required.

Qualifications

• Training in secretarial studies or a college diploma in administration (any experience deemed equivalent will be considered).
• Minimum of 5 years of relevant experience, ideally in a corporate or financial environment.
• Impeccable reliability and discretion, with a demonstrated ability to handle sensitive and confidential information professionally.
• Strong interpersonal and relationship-building skills, as this role is regularly in contact with the firm’s investors and partners.
• Keen sense of organization, thoroughness and attention to detail, with the ability to manage several priorities at once while meeting deadlines.
• Availability to be present in the office, in accordance with the applicable remote work policy.
• Fluency in French and English, both spoken and written.

Responsibilities

• Support the Senior Corporate Assistant in managing the firm’s corporate files.
• Help maintain professional relationships with external partners, investors and portfolio companies.
• Provide support for requests from members of management, in support of the Senior Corporate Assistant.
• Exercise absolute discretion in handling confidential documents, emails and information relating to the firm and to external partners, investors and portfolio companies.
• Greet and direct visitors and contribute to a polished, professional welcome experience, particularly during meetings with Novacap investors and partners.
• Manage the company’s general email inbox, ensuring rigorous follow-up and efficient routing of requests.
• Answer external phone calls and direct them to the appropriate people, and handle the receipt, sorting and distribution of mail, packages and courier requests (FedEx, Purolator).
• Support the Office Coordinator and cover for her during absences and vacation, ensuring that spaces are clean and welcoming, snacks and refreshments are available, and catering services are well coordinated.

Skills

Discretion

Interpersonal skills

Organizational skills

Bilingual (French/English)

Technology proficiency

Education

College diploma in administration

Tools

Outlook

Word

Excel

Teams

SharePoint

Job description

What you’ll do

Reporting to the Senior Corporate Assistant, the Corporate Administrative Assistant supports her in managing the firm’s corporate files and works with the office administration team to ensure the smooth day-to-day running of the office, while providing versatile and confidential administrative support to members of management and the corporate teams.

Administrative support

• Support the Senior Corporate Assistant in managing the firm’s corporate files.
• Help maintain professional relationships with external partners, investors and portfolio companies.
• Provide support for requests from members of management, in support of the Senior Corporate Assistant.
• Exercise absolute discretion in handling confidential documents, emails and information relating to the firm and to external partners, investors and portfolio companies.

Office administration and visitor experience

• Greet and direct visitors and contribute to a polished, professional welcome experience, particularly during meetings with Novacap investors and partners.
• Manage the company’s general email inbox, ensuring rigorous follow-up and efficient routing of requests.
• Answer external phone calls and direct them to the appropriate people, and handle the receipt, sorting and distribution of mail, packages and courier requests (FedEx, Purolator).
• Support the Office Coordinator and cover for her during absences and vacation, ensuring that spaces are clean and welcoming, snacks and refreshments are available, and catering services are well coordinated.

What you’ll bring

Your skills, knowledge and experience are what set you apart.

• Training in secretarial studies or a college diploma in administration (any experience deemed equivalent will be considered).
• Minimum of 5 years of relevant experience, ideally in a corporate or financial environment.
• Impeccable reliability and discretion, with a demonstrated ability to handle sensitive and confidential information professionally.
• Strong interpersonal and relationship-building skills, as this role is regularly in contact with the firm’s investors and partners.
• Keen sense of organization, thoroughness and attention to detail, with the ability to manage several priorities at once while meeting deadlines.
• Availability to be present in the office, in accordance with the applicable remote work policy.
• Comfort with technology tools, including Outlook, Word, Excel, Teams and SharePoint.
• Fluency in French and English, both spoken and written, is required given our cross-border activities and our colleagues across Canada and the United States.